This guide covers the Emails area: composing and sending, templates, scheduling, automated notifications, and email settings. Admins need the Emails permission to work here — Super Admins have it automatically. See User Permissions & Roles.
Overview
Emails is where you compose, schedule, template, and configure the emails your site sends to students, donors, and reviewers. Open it from Emails in the left navigation.
The area is organized into five tabs — Compose, Templates, Scheduled, Auto Notifications, and Settings.
What you see adapts to your institution and your access:
Audience options depend on your products. Scholarship Management includes students, reviewers, donors, and admins; Donor Management on its own shows donor audiences only.
Your user permission settings as an admin will determine visibility.
Compose and send
The Compose tab works like your typical email setup.
Recipients — search for individual people, or pick a distribution list to email a whole group at once based on certain parameters.
Note: Emails are sent out individually, so even if multiple people are listed they will all be sent an individual email and will not see others copied on the chain.
From — optionally choose a reply address so replies route where you want them.
When to send — choose Send now, or Schedule it for a future date and time.
Email content — write a Subject and Message, or start from a saved template with Use a template. The editor supports merge variables that fill in per recipient, and you can attach files — up to 10 files and 10 MB total.
Use Preview to see how the email is rendered for a sample recipient before it goes out. You can also Save as template to reuse the message later.
Templates
The Templates tab is a gallery of reusable email templates, grouped by audience (Students, Donors, Reviewers). Each row shows the template's type, name, and who created or last modified it. Use the row actions to edit, duplicate, or delete a template, or + Add New to build one from scratch.
Templates can include merge variables — placeholders like {{ScholarshipTitle}} that populate with each recipient's data when the email is sent.
Some templates are system templates, such as Application Received, Award Notification, and Denial Notification. These back the platform's automated notifications, so you can edit them but not delete them.
Scheduled
Emails you've scheduled from Compose wait on the Scheduled tab until their send time. You can edit, reschedule, or cancel any of them before then.
Auto Notifications
Where Compose handles emails you send by hand, the Auto Notifications tab manages emails the platform sends automatically on a trigger. The Incomplete application reminder emails students who've started an application but haven't submitted it as the cycle deadline approaches. Turn it on or off here.
Settings and deliverability
Identity, delivery, and logging all live on the Settings tab.
Email identity
System email name — the display name recipients see in their inbox.
Outgoing system email address — the address all email sends from, delivered through AwardSpring's mail servers. We highly recommend keeping this address as noreply@mail.awardspring.com so emails don't get blocked unless you've purchased a custom email domain.
Reply email address — where recipient replies are routed.
Use Send test email to send a sample to the address shown, so you can check the sender name and formatting in a real inbox.
Deliverability. If recipients aren't receiving email, have your institution's IT team whitelist AwardSpring's mail-delivery IP so messages aren't blocked. The IP to whitelist is shown at the top of the Settings tab.
BCC sync (donor email logging only). Settings includes a unique BCC address assigned to your institution. BCC it on an email you send from any email client, and AwardSpring logs that email to the donor's activity history — if no matching donor exists, a new donor account is created. BCC sync captures donor activity only, and it requires Donor Management (logging isn't active for Scholarship Management–only sites).
